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Professional & Administration Service Coordinator

Requisition ID:  13937

Newcastle, GB

Contract Type:  Open Ended
Working Pattern:  Part Time
Posted Date:  23-Dec-2021


We are a world class research-intensive university. We deliver teaching and learning of the highest quality. We play a leading role in economic, social and cultural development of the North East of England. Attracting and retaining high-calibre people is fundamental to our continued success.


Starting Salary: £19, 623 rising to £21,686  per annum

Closing Date:  23 January 2022


The Role


The University’s Vision and Strategy sets out an ambitious and exciting journey, to be a people focused, world-leading university that harnesses academic excellence, innovation and creativity to advance knowledge and provide benefits to individuals, to organisations and to society as a whole. The purpose of this new role is to provide comprehensive administrative support across multiple business functions within the School of Medical Education; working as part of a team to deliver services that support the activities of the Faculty’s business functions and to achieve the Faculty’s strategic aims and objectives.


You should have Grade A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications are required, plus work experience in a relevant role; or substantial work experience in the unit or a comparable setting.


The post is available of a part time basis (50% FTE)
For informal enquiries regarding this role, please contact Jonathon Clapham (Jonathon.Clapham@newcastle.ac.uk


More information about the Faculty of Medical Science is available here: https://www.ncl.ac.uk/medical-sciences/


Key Accountabilities


  • Support the Professional and Administration Services Manager their deputies, Operations Managers and Team Leaders in the delivery of administrative activity across the Professional and Administration Services
  • Assist with and respond to queries on a wide variety of topics, e.g. operational, HR, Finance and communications etc., signposting to the correct team member as appropriate
  • Assist with the organisation of designated events, selection panels, committees, sub-committees or working groups, to include: room bookings, organising catering, supporting the preparation and circulation of papers, managing the membership of mailing lists
  • Administer a number of processes using existing systems or processes including: receiving initial enquiries/applications; applications of existing systems/standard operating procedures (escalating as appropriate), monitoring progress and communication of outcomes to appropriate individuals
  • Provide general administrative support as required, including (but not exclusive to) purchasing and payments, receipt of deliveries, defect reporting, assisting with the running of events, administering post, maintaining office equipment and stocks of consumables, preparing routine correspondence, reception services and diary management
  • Receive visitors to the office and escort them to their destination
  • Disseminate information on behalf of the Faculty/Unit, as requested
  • Maintain up to date records; gathering data from colleagues in the Faculty, and entering the data accurately in order to maintain database(s) and/or specified  areas of the Faculty’s website and intranet
  • Research and book travel arrangements, adhering to risk assessment and other safety procedures
  • Undertake an active role in the health and safety management of a designated office, contributing to the maintenance of a safe working environment for colleagues and visitors
  • Contribute to the effective and efficient running of a designated office through a team approach, providing assistance to colleagues as appropriate
  • Any other duties within the scope and general nature of the grade as required by the line manager

The Person


Knowledge, Skills and Experience

  • Demonstrable administrative skills, including experience of establishing and maintaining filing systems (electronic and paper), servicing committees etc.
  • Excellent organisational, interpersonal and communication skills, including the ability to triage queries and issues efficiently
  • Excellent IT skills with proficiency in the use of Microsoft Office (especially Outlook, Excel and Word) products and aptitude for development in and use of core software and data systems (preferably SAP)
  • High attention to detail with a commitment to data accuracy and integrity
  • Ability to work quickly and accurately to tight deadlines whilst paying attention to detail
  • Ability to work independently wherever possible and using own initiative to organise own workload in response to changing demands and priorities
  • Experience of managing confidential and/or sensitive information with tact and discretion, and a working knowledge of data protection GDPR requirements
  • Experience in a customer orientated environment to deliver excellent customer service at all times
  • Demonstrable commitment to continuous and process improvement
  • Ability to work as part of a team with a willingness to learn the responsibilities contained within other roles, providing team resilience during staff absences
  • To work flexibly as required by the demands of the post

Attributes and Behaviour

  • Understands the University values and guiding principles
  • People orientated, is approachable and has a positive ‘can-do’ attitude
  • Works in partnership with others and has excellent interpersonal and organisational skills
  • Demonstrates high energy and commitment to delivering an excellent service
  • Has a positive attitude towards continuous process improvement
  • Sees other areas and people as ‘customers’ and follows through on enquiries and requests
  • Demonstrates resilience to the demands of the role and pace of change
  • Promotes a culture of mutual respect


  • Grade A-C in English Language and Mathematics GCSE (or equivalent) or vocational qualifications with some work experience or significant  relevant work experience in the unit or a comparable setting

Newcastle University is committed to being a fully inclusive Global University which actively recruits, supports and retains colleagues from all sectors of society.  We value diversity as well as celebrate, support and thrive on the contributions of all our employees and the communities they represent.  We are proud to be an equal opportunities employer and encourage applications from everybody, regardless of race, sex, ethnicity, religion, nationality, sexual orientation, age, disability, gender identity, marital status/civil partnership, pregnancy and maternity, as well as being open to flexible working practices.


The University holds a silver Athena SWAN award in recognition of our good employment practices for the advancement of gender equality. The University also holds the HR Excellence in Research award for our work to support the career development of our researchers, and is a member of the Euraxess initiative supporting researchers in Europe.


We understand how important the full employment package is to our colleagues at Newcastle University and we are committed to providing a great range of benefits and discounts for all.  You can learn more about what is available here on our Benefits Website page.

Requisition ID: 13937